Probation Period Extension Letter due to Poor Performance

Probation period, otherwise known as trial period, is a period fixed for a new employee at the time of joining under a contractual arrangement during which both the employee and employer is exempted from certain contractual obligations, especially notice period for termination or quitting job.

Generally, the probationary period is for a period of 3-6 months. During the period, the employer tests the performance of the employee. If satisfied, the employee is taken on roll at the end of the period, wherein the employee is given more job benefits and is bound by more contractual obligations.

If the employer is not satisfied with the performance of the employee during the probationary period, then he may extend the probation period for some more months.

Here are samples of extension of the probation period letters due to poor performance.

TEMPLATE #1

Date: ________

To

(Name of the Candidate)

(Designation)

Subj.: Notice of extension of probation period

Dear ______,

This is to inform you that we are extending your probationary period by ___ months. The probation period, which was due to end on (Date), will now end on (Date).

As discussed with you in our meeting dated _______, you need to improve your performance in certain areas. Please take guidance from your H.O.D. and prepare an action plan for the improvement. If you fail to improve your performance, your employment in our organisation will be at risk of disassociation.

All other terms and conditions of your employment as per the existing contract with you will remain the same during the extended probation period.

We wish you all the best.

Yours sincerely,

    (Signature)

(Name of the Officer)

(Designation)

TEMPLATE #2

Ref: ________

Date: ________

To

(Name of the Candidate)

(Designation)

Emp. Code: ______

(Address)

Subj.: Extension of probationary period

Dear ______,

As you are aware, your probationary period is due to end on (Date). Please be informed that based on a review of your performance, in consultation with your H.O.D., we regret to inform you that your performance has not yet reached a satisfactory standard in a few areas.

Further to our meeting on (Date), as discussed, we would like to give you another opportunity to demonstrate your ability to perform better. Hence, it has been decided to extend your probation for a further period of ___ months i.e. from (Date) to (Date). The extension is in line with the company’s probationary procedure for new employees.

Please be informed that all other terms and conditions of your employment as per the existing contract with you will remain the same during the extended probation period.

As suggested by your H.O.D., you are advised to improve in certain areas of your job responsibilities viz. improvise your approach in dealing with clients, report timely to senior authority, be vigilant in accomplishing your monthly target and improve overall performance. In view of the same, you are advised to get in touch with your H.O.D. and prepare an action plan to show improvement in your performance.

Please note that, if you fail to improve your performance and meet the required standard during this extended period, then the company will be at its discretion to evoke the disassociation clause as per your appointment letter.

Should you have any questions concerning this matter, please contact the HR department.

With best wishes,

Sincerely,

    (Signature)

(Name of the Officer)

(Designation)

Note: Please sign and return the duplicate copy as a token of your acceptance.